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CARE is an international development and humanitarian aid organisation fighting global poverty and injustice, with a special focus on working with women and girls to bring lasting change to their communities. CARE works with communities supporting development efforts and providing emergency assistance. We believe supporting women and girls is one of the most effective ways to create sustainable outcomes in poor communities.
CARE International in Vietnam (CVN) is a dynamic organisation working with Vietnamese partner organisations for over 28 years on 200+ projects. CVN recognises that the key to achieving equitable development outcomes lies in shifting deeply rooted, structural underlying causes of poverty and social and gender injustice which contribute to exclusion and vulnerability of particular groups in society. CVN’s long term programme goals are that Remote Ethnic Minority Women (REMW) and Socially Marginalised People (SMP) equitably benefit from development, are resilient to changing circumstances and have a legitimate voice.
PURPOSE OF THE POSITION:
The Admin Volunteer is to support the travel management, front desk, administration and logistics, and procurement support to CARE Vietnam.
This position is based in Ha Noi, with regular travel required to project sites.
FRONT DESK (RECEPTION)
Answer phones in a timely and professional manner and accurately transfer calls to appropriate extensions for staff concerned;
Ensure accurate message taking for staff who are not available;
Attend to front desk general queries including receiving of visitors and arranging ofappointments for/ with CARE CVN staff;
Greet guests in a professional manner and direct them to their destination;
Distribute incoming and outgoing mail;
Ensure Reception area is clean and tidy every day.
GENERAL ADMINISTRATION AND LOGISTIC SUPPORTS
Provide logistic arrangement for workshop/training/meetings and manage the internal meeting room reservation;
Maintain first-aid supplies
Update CVN contact list (staff contact, donor and partner contact list) and print out the emergency contact cards;
Support Admin Officer to prepare acquittal and payment vouchers for office supplies and services, including office and international staff lease;
Assist in translating messages and short documents from Vietnamese into English and vice versa, if requested;
Perform others tasks as required.
Coordinate visas to CARE staff and visitors by completing visa application/extension forms and letters, and follow-up with the People’s Aid Coordinating Committee (PACCOM) and Immigration, if needed;
Facilitate work and residence permits of expatriates staff and liaise with PACCOM on visa/permit issues, if needed;
Supporting Visitors, International staff/Volunteers including taxi pick up/drop off to/from airport;
Support staff relocation processes.
Support to identify potential suppliers with competent qualification;
Follow-up the signed Purchase Order/Contract, prepare Payment Request and all necessary supporting documents when requested;
Support to process Purchase Request, if required.
Other tasks as assigned.
COMMON ACCOUNTABILITIES FOR VOLUNTEER AND INTERN:
Promote a safe and secure work environment; foster a culture of safety and security awareness and ensure compliance with the safety and security policies and procedures;
Demonstrate an ongoing commitment to gender equality, diversity and child protection;
Comply with CVN’s financial and operational requirements, foster strong communication between operations and programme teams and uphold high standards of honesty and integrity in personal conduct.
EXPERIENCE AND QUALIFICATIONS:
Minimum Relevant diploma, certificate and/or Vocational Training;
Ability to follow standard policies, procedures and processes;
Demonstrated good interpersonal skills, detail-oriented, positive working attitude, well-organized;
Demonstrated ability to take direction and to work as part of a team and to learn new skills and knowledge;
Good communication skills in Vietnamese and English;
Intermediate knowledge in Microsoft Office and numeric skills; and
A willingness to learn about CARE, gender equality and women’s empowerment activities;
CARE International in Vietnam is committed to protecting the rights of children in all areas we work around the world. Applicants are advised that CARE International in Vietnam reserves the right to screen candidates to ensure a child-safe environment. Further information can be found in the CARE Vietnam child protection policy.
Interested candidates should submit the following documents in English, clearly stating the title of the Terms of Reference to: firstname.lastname@example.org by 2 May 2018.
Cover letter (or email)
Subject: [CARE – 042018] Admin Volunteer – Your Name
CARE is an equal opportunity employer committed to a diverse workforce. Women, ethnic minorities and people with disabilities are strongly encouraged to apply.